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AGENDA-Community Advisory Committee-20210415Town of Aurora Community Advisory Committee Meeting Agenda Date:Thursday, April 15, 2021 Time:7:00 p.m. Location:Video Conference Pages 1.Procedural Notes This meeting will be held electronically as per Section 19. i) of the Town's Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation. 2.Approval of the Agenda 3.Declarations of Pecuniary Interest and General Nature Thereof 4.Receipt of the Minutes 4.1.Community Advisory Committee Meeting Minutes of February 18, 2021 1 That the Community Advisory Committee meeting minutes of February 18, 2021, be received for information. 5.Delegations Note: Anyone wishing to provide comment on an agenda item is encouraged to visit www.aurora.ca/participation for guidelines on electronic delegation. 6.Matters for Consideration 6.1.Memorandum from Accessibility Advisor; Re: Engaged and Inclusive Project 7 (Presentation to be provided by Kim Clark, Gazelle and Company, and Erin Cerenzia, Manager, Neighbourhood Network) That the memorandum regarding Engaged and Inclusive Project be received; and 1. That the Community Advisory Committee comments regarding Engaged and Inclusive Project be received and referred to staff for consideration and further action as appropriate. 2. 6.2.Memorandum from Manager, Library Square; Re: Library Square Renaming Consultation 17 That the memorandum regarding Library Square Renaming Consultation be received; and 1. That the Community Advisory Committee comments regarding possible names for Library Square be received and referred to staff for consideration and further action as appropriate. 2. 7.Informational Items 8.Adjournment 1 Town of Aurora Community Advisory Committee Meeting Minutes Date: Time: Location: Thursday, February 18, 2021 7:00 p.m. Video Conference Committee Members: Balpreet Grewal (Chair) Laura Thanasse (Vice Chair) Shivangi Bagga Chris Gordon Earl Cochrane Denis Heng Janet Mitchell Jennifer Sault Councillor Sandra Humfryes Members Absent: Sera Weiss Other Attendees: Techa Van Leeuwen, Director of Corporate Services John Firman, Manager, Business Support Services Lisa Warth, Manager, Recreation Erin Hamilton, Sport & Community Development Specialist Michael Bat, Traffic/Transportation Analyst Ishita Soneji, Council/Committee Coordinator _____________________________________________________________________ 1. Procedural Notes This meeting was held electronically as per Section 19. i) of the Town's Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation. The Council/Committee Coordinator called the meeting to order at 7:03 p.m. Page 1 of 18 2 The Committee welcomed Councillor Sandra Humfryes, and new members Shivangi Bagga and Earl Cochrane. Balpreet Grewal assumed the Chair at 7:06 p.m. 2. Appointment of Chair and Vice Chair Moved by Laura Thanasse Seconded by Janet Mitchell That Balpreet Grewal be elected as Chair for Year 2021 of the Community Advisory Committee (2018-2022 Term). Carried Moved by Janet Mitchell Seconded by Jennifer Sault That Laura Thanasse be elected as Vice Chair for Year 2021 of the Community Advisory Committee (2018-2022 Term). Carried 3. Approval of the Agenda Moved by Laura Thanasse Seconded by Chris Gordon That the agenda as circulated by Legislative Services, be approved. Carried 4. Declarations of Pecuniary Interest and General Nature Thereof A declaration of interest was made by Chris Gordon under Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, respecting Item 7.2 Memorandum from Sports and Community Specialist; Re: Sports Plan Status Report 1, due to current affiliation with the sport organization Aurora Diggers Girls Softball Association. Mr. Gordon did not participate in any discussion or voting on Item 7.2. 5. Receipt of the Minutes 5.1 Community Advisory Committee Meeting Minutes of November 19, 2020 Page 2 of 18 3 Moved by Earl Cochrane Seconded by Janet Mitchell That the Community Advisory Committee Meeting Minutes of November 19, 2020, be received for information. Carried 6. Delegations None. 7. Matters for Consideration 7.1 Memorandum from Manager, Business Support; Re: Update - Sports Field Development Strategy Staff provided an overview of the memorandum providing an update on the study conducted for the development of a sports field development strategy. Staff further reviewed the recommendations from the complete study indicating areas of focus, priority, and the next steps. The Committee provided feedback and inquired if sufficient outdoor fields would be secured through the partnerships with schools and if alternate acquisition of lands would be necessary, and staff provided clarification. The Committee inquired if partnership with the public or private school boards would impact the existing school extra-curricular activities, and staff indicated that they would not be impacted. The Committee further inquired about the process of evaluating current sports fields for potential upgrades for improvements and enhancing field utilization, and staff noted that the process is dependent on the sports field and involves internal, public, and user group consultation accordingly. The Committee noted the demand for indoor facilities and outdoor sports fields during off-season, and staff indicated that further assessment is forthcoming dependent on the outcome of future partnerships with the schools. The Committee and staff discussed about the ongoing communication process with user groups including the involvement of parasport and Special Olympic user groups in this study. The Committee referred to the impact on engagement with the user groups due to the ongoing pandemic Page 3 of 18 4 and staff indicated that continuous engagement is ongoing noting responses have been affected due to the organizational impacts to the user groups. Moved by Laura Thanasse Seconded by Councillor Humfryes 1. That the memorandum regarding Update - Sports Field Development Strategy and the Executive Summary be received; and 2. That the Community Advisory Committee comments regarding the Sports Field Development Strategy be received and referred to staff for consideration and further action as appropriate. Carried 7.2 Memorandum from Sports and Community Development Specialist; Re: Sports Plan Status Report 1 Erin Hamilton, Sports and Community Development Specialist, presented an overview of the Sport Plan progress highlighting the eight key Sport Plan priorities identified following a review of the Sport Plan recommendations through consultation with local sport organizations and provided details of the ongoing implementation efforts. The presentation included the gender equity report providing next steps in addressing gaps for women and girls in sport, resources and guidance to support sport in the community, changes in execution methods due to the impact of the COVID-19 pandemic and alternate forms of communication, efforts in prioritizing sport tourism, and future engagement opportunities through Mayor's Roundtable of Sport meetings. The Committee provided feedback regarding the sport plan implementation efforts and inquired about the opportunities for sports grants, and staff indicated that as the implementation efforts within various focus groups materialize, opportunities for grants would be assessed accordingly. The Committee sought clarification about the future delivery of initiatives to ensure individuals can safely return to sport and physical activity. Staff noted that return to safe sport guidelines and procedures have been provided to user groups and noted that depending on the Provincial orders, the implementation process and planning continues to evolve. Page 4 of 18 5 The Committee and staff further discussed about the possibility of consolidation and collaboration of sports groups within the community to enhance opportunities to improve program delivery and encourage multi- sport participation. Moved by Councillor Humfryes Seconded by Laura Thanasse 1. That the memorandum regarding Sport Plan Status Report 1 be received; and 2. That the Community Advisory Committee comments regarding the Sport Plan Status Report 1 be received and referred to staff for consideration and further action as appropriate. Carried 7.3 Memorandum from Traffic and Transportation Analyst; Re: Henderson Drive and Lee Gate Pedestrian Crossover Staff provided a brief overview of the memorandum outlining the details of the recently installed pedestrian crossover at the Henderson Drive and Lee Gate intersection and the criteria for the pedestrian crossover warrant analysis. The Committee referred to a resident's concern regarding the malfunctioning flashing beacon and staff indicated that any concerns of non-compliance since the installation were addressed by the contractor. It was mentioned that York Region Police has been contacted to ensure enforcement measures are implemented at the intersection. The Committee suggested that installation of additional signs prior to the subject intersection or area indicating any such new additions should be considered in future projects. Moved by Laura Thanasse Seconded by Shivangi Bagga 1. That the memorandum regarding the Henderson Drive & Lee Gate pedestrian crossover be received; and 2. That the Community Advisory Committee comments regarding Henderson Drive pedestrian crossover at Lee Gate be received and referred to staff for consideration and further action as appropriate. Carried Page 5 of 18 6 8. Informational Items None. 9. Adjournment Moved by Earl Cochrane Seconded by Laura Thanasse That the meeting be adjourned at 8:31 p.m. Carried Page 6 of 18 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Corporate Services _______________________________________________________________________________________ Re: Engaged and Inclusive Project To: Community Advisory Committee From: Mateusz Zawada, Accessibility Advisor Date: April 15, 2021 _______________________________________________________________________________________ Recommendations 1. That the memorandum regarding Engaged and Inclusive Project be received; and 2. That the Community Advisory Committee comments regarding Engaged and Inclusive Project be received and referred to staff for consideration and further action as appropriate. Background Received at the General Committee Meeting on November 5, 2019, Ms. Cerenzia introduced Ms. Clark and presented an overview of the collaborative project to involve Aurora, East Gwillimbury, and Newmarket to create engaged, inclusive, and connected communities. Ms. Clark outlined the purpose of the project being a deep dive into the demographics of the three communities involved. She provided details of the study including looking at shared challenges, developing an integrated approach and conducting research to avoid duplication and finding efficiencies, key deliverables, and requested Members of Council to support the project. The Engaged, Inclusive Project initiative will be a collaborative approach across the three municipalities in North York Region with Neighbourhood Network as Lead Community Partner. Leveraging the strength of Neighbourhood Network’s leadership in engagement and understanding of our communities, while also building on the N6 communities’ historical strength of collaboration on shared issues, while valuing and recognizing different needs in each. This initiative will be:  Looking at shared challenges and opportunities  Taking an integrated approach to avoid duplication and find efficiencies Page 7 of 18 Engaged and Inclusive Project April 15, 2021 Page 2 of 2  Researching the specific needs of each individual community where growth, increased development and change is rapid Attachments Engaged, inclusive communities presentation Page 8 of 18 Engaged, inclusive communities Building towards increased inclusion in our communities FEB 2021 Page 9 of 18 Page 10 of 18 …why York Region Our communities •Lack of specific data •Our communities are changing •We want to engage meaningfully with our communities •Gain better understanding of our communities •Growth and opportunity Page 11 of 18 …why •Engage more effectively •Inform program and policy development •Ensure reflective and inclusive communications and engagement •Provide deeper connection and engagement •Encourage growth, economic opportunity and sense of community belonging Page 12 of 18 …what A collaborative project focused on better understanding of our communities and inclusive engagement Page 13 of 18 …what •A summary report that will: –Look a t creatingbetter understanding of communities and at shared challenges and opportunities –Leverage an integrated approach across 3 municipalities led by a Neighbourhood Network –Look at the specific needs of each individual community where growth, increased development and change is rapid Page 14 of 18 …the work –3 areas •Community Snapshot –Snapshot demographic information within 3 communities based on 2016 census data (based on York Region snapshots) •Municipal Action/Opportunity –Summary of work at municipalities •Promising practice and successes •Gaps and opportunities •Promising practices in other communities •Community Based Activity –Engaging with community based organizations and community leaders to: •Create better understanding of inclusive community work and opportunities •To build a Listing of organizations and stakeholders around inclusion Page 15 of 18 …in closing •What next? Page 16 of 18 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Memorandum Community Services Re: Library Square Renaming Consultation To: Community Advisory Committee From: Phil Rose, Manager of Library Square Date: April 15, 2021 Recommendation 1. That the memorandum regarding Library Square Renaming Consultation be received; and 2. That the Community Advisory Committee comments regarding possible names for Library Square be received and referred to staff for consideration and further action as appropriate. Background The name Library Square has been associated with the parcel of property that currently encompasses the Aurora Public Library and the heritage schoolhouse at 22 Church St. since at least 1991. Library Square continues to be used to describe this parcel of land, as well as the capital construction project currently underway. While the Aurora Public Library remains a key stakeholder, the project has evolved in such a way that the name Library Square no longer captures the full extent of its cross- sectoral and collaborative nature. Since 2018, Town staff have been working to identify a new name for the property that encompasses the Library, 22 Church St. (Aurora Museum & Archives and Aurora Cultural Centre), including the new addition, the sky bridge, and outdoor square. Efforts have included soliciting online public feedback and hosting a series of workshops with internal staff, Mayor and Council. Analysis Staff have consolidated the data received to date, conducted research into other similar projects, and will be bringing forward a recommended new name plus an additional Page 17 of 18 Library Square Renaming Consultation April 15, 2021 Page 2 of 2 alternative for Council’s consideration in May 2021. In selecting a new name, staff are consulting the implementation process established in the Public Facilities Renaming Policy (2002), which proposes that the Town seek the input of various stakeholders. As such, during the April 15, 2021 meeting of the Community Advisory Committee, the Manager of Library Square will present five name suggestions for Library Square and will seek the Committee’s feedback at that time. In considering the names to be presented, Committee members are asked to think about whether each name meets the following criteria:  Is reasonably short and easy to pronounce, spell and remember;  Considers the cultural context and heritage of Aurora while also taking into account the changing nature of the community and shifts in demographics;  Conveys that the new space will be home to arts and culture activities but will also be a family-friendly community complex that is vital to economic development and downtown revitalization;  Reflects the types of services, programs and partnerships that will occur at the new and existing spaces;  Can be translated into an appealing visual identity and brand that can be used for marketing and promotion. Attachments None Page 18 of 18